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Grant access to financial data

Last update: Mon Aug 12 2024 00:00:00 GMT+0000 (Coordinated Universal Time)

CREATED FOR:

  • Admin

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

As an ÃÛ¶¹ÊÓƵ Workfront administrator, you can define a user’s access to the following through the user’s access level, as explained in Access levels overview:

  • Financial information on projects in Workfront
  • Resource budgeting information in the Resource Planning tools

Access requirements

Expand to view access requirements for the functionality in this article.

You must have the following access to perform the steps in this article:

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ÃÛ¶¹ÊÓƵ Workfront plan Any
ÃÛ¶¹ÊÓƵ Workfront license Plan
Access level configurations

You must be a Workfront administrator.

NOTE: If you still don't have access, ask your Workfront administrator if they set additional restrictions in your access level. For information on how a Workfront administrator can modify your access level, see Create or modify custom access levels.

Considerations for granting access to financial data

Consider the following when granting users access to financial data in Workfront:

  • A user whose access level doesn’t allow access to financial data cannot create a risk for a project. For more information, see Create and edit risks on projects.
  • You can also use an access level to determine which Resource Management activities a user can employ to budget or view resource allocation. For information, see Grant access to Resource Management.

Configure user access to financial data using a custom access level

  1. Begin creating or editing the access level, as explained in Create or modify custom access levels.

  2. Click the gear icon on the View or Edit button to the right of Financial Data, then select the abilities you want to grant under Fine-tune your settings.

  3. (Optional) In the Allow administrative access for area, select the following options:

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    Exchange rates

    Add new currency in Workfront.

    Without this access, the user can only add an existing currency to a project they create.
    Expenses

    View all expenses on objects in Workfront.

    This does not allow the user to create new Expense Types.

    Without this access, the user can only view the following:

    • Expenses on projects, tasks or issues they manage
    • Their own expenses
    • The expenses of their subordinates

  4. (Optional) To configure access settings for other objects and areas in the access level you are working on, continue with one of the articles listed in Configure access to ÃÛ¶¹ÊÓƵ Workfront such as Grant access to tasks.

  5. When you are finished, click Save.

    After the access level is created, you can assign it to a user. For more information, see Edit a user’s profile.

Access to shared financial information

You can share financial information on a project, task, or issue with other users by granting them permissions to it, as explained in Share financial permissions on an object.

When you share any object with another user, the recipient’s rights on it are determined by a combination of two things:

  • The permissions that you grant to your recipient for the object
  • The recipient’s access level settings for the object’s type

Access to financial information by license type

For information about what users in each access level can do with financial information, see the section Financial data in the article Functionality available for each object type.

Access to financial information by setting

The following information can help you understand how to use the Access level settings to control users’ access to financial data.

No access

A user with no access to financial data does not have access to the following:

  • Finance section under Project and Task objects

  • Business case

  • Billing rates and Billing records

  • Rate cards

  • Cost per hour and billing per hour on User preferences

    You can configure this using the gear icon on the View button in step 4 above.

  • Cost per hour and billing per hour on Job Roles

    You can configure this using the gear icon on the View button in step 4 above.

View access

A user with View access to financial data can view (not edit) the following:

  • Finance section under Project and Task objects

  • Business case

  • Billing rates and Billing records

  • Cost per hour and billing per hour on User preferences

    You can configure this using the gear icon on the View button in step 4 above.

  • Cost per hour and billing per hour on Job Roles

    You can configure this using the gear icon on the View button in step 4 above.

Edit access

A user with Edit access to financial data can view and edit the following:

  • Finance section under Project and Task objects

  • Business case

  • Billing rates and Billing records

  • Rate cards

  • Cost per hour and billing per hour on User preferences

    You can configure this using the gear icon on the Edit button in step 4 above.

  • Cost per hour and billing per hour on Job Roles

    You can configure this using the gear icon on the Edit button in step 4 above.

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